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🎥 Attending Sessions Journey

This journey documents how learners join, participate in, and complete coaching sessions via video conference using the Whereby integration.

Interactive Flow Diagram​

Click any step to see detailed information, connected features, and API endpoints.

🎥Learner Journey

Attending Sessions Journey

How learners join, participate in, and complete coaching sessions via video conference.

📅Preparation
Session ScheduledSystem
🔄
Receive Session ReminderSystem → Learner
⚡
View Session DetailsLearner
⚡
Identify Kickoff SessionSystem
Prepare for Kickoff SessionLearner
🚪Joining
Join Button EnabledSystem
Click Join SessionLearner
🔌
Redirect to Video Conference PageSystem
⚡
Join Video CallLearner
💬Participating
Session BeginsLearner + Coach
🔌
Access Session MaterialsLearner
Participate in SessionLearner
Participate in Kickoff SessionLearner
✅Completion
Session EndsLearner + Coach
Leave Video ConferenceLearner
Return to DashboardSystem
Access Session RecordingLearner
Rate SessionLearner
⚡🔄🔌
Access Session CommentsLearner
⚡
Add Comment or QuestionLearner
Legend:
User Action
Decision Point
System Action
Notification
Milestone

Journey Summary​

AttributeValue
ActorsLearner, Coach, System, Whereby
Entry PointSession scheduled on dashboard
Exit PointSession completed, rated, recording accessed
Typical Duration30-60 minutes (session) + 5 min (post-session)
Steps19

Phase Breakdown​

Phase 1: Preparation​

Before the session:

  1. Session scheduled - Appears on dashboard after booking
  2. Receive reminders - 24h, 1h, and 15min before
  3. View session details - Date, time, coach info, session type
  4. Identify kickoff session (if applicable) - Special group session
  5. Prepare for kickoff (if applicable) - Review program info
  6. Join button enabled - 15 minutes before start

Phase 2: Joining​

Entering the session:

  1. Click join - Initiate session entry
  2. Redirect to video page - Whereby conference page
  3. Join video call - Enter Whereby room

Phase 3: Participating​

During the session:

  1. Session begins - Coach joins, session starts
  2. Access materials - Presentations, documents
  3. Participate actively - Discussion, exercises, feedback
  4. Participate in kickoff (if applicable) - Group introduction and Q&A

Phase 4: Completion​

After the session:

  1. Session ends - Coach concludes
  2. Leave session - Exit video conference
  3. Return to dashboard - Redirect back
  4. Access recording - View recording (if available)
  5. Rate session - Provide feedback
  6. Access comments - View session discussion
  7. Add comment - Participate in Q&A or discussion

Session Types​

Individual Coaching Sessions​

  • 1:1 sessions with assigned coach
  • Booked via Calendly integration
  • Whereby video conference
  • Personalized coaching focus

Group Sessions​

  • Program sessions with multiple learners
  • Scheduled by program timeline
  • Whereby video conference
  • Group activities and discussions

Kickoff Sessions​

  • Special group sessions at program start
  • All program participants attend together
  • Program introduction and orientation
  • Expectations and timeline overview
  • Q&A opportunity with program facilitators
  • Typically 60-90 minutes duration
  • Whereby video conference

Kickoff Sessions​

  • Program introduction sessions
  • Group format typically
  • Whereby video conference
  • Program overview and expectations

Key Integration Points​

External Services​

  • Whereby: Video conferencing platform
    • Embedded video player
    • Screen sharing support
    • Chat functionality
    • Recording capabilities

Internal APIs​

  • GET /video-conferences/ic-session/:sessionId - Get IC session video link
  • GET /video-conferences/program-session/:programId/:sessionId - Get program session link
  • POST /sessions/:id/attendance - Mark attendance
  • GET /sessions/:id - Get session details
  • POST /ratings - Submit session rating

Frontend Components​

  • WherebyEmbedClient - Video conference embed
  • SessionCard - Session display card
  • BookSessionCard - Booking interface
  • SessionActions - Session action buttons

Attendance Tracking​

Automatic Tracking​

  • Entry time recorded when joining
  • Exit time recorded when leaving
  • Duration calculated automatically
  • Status updated (attending/completed)

Attendance Status​

  • Scheduled: Session booked, not yet started
  • Attending: Currently in session
  • Completed: Session finished
  • Absent: Did not attend
  • Excused: Absence excused

Session Materials​

Available During Session​

  • Presentations: Slide decks and materials
  • Documents: Training materials and resources
  • Action Items: Templates and worksheets
  • Reference Links: Additional resources

Access Methods​

  • Session page sidebar - Direct access
  • Chat links - Shared during session
  • Download options - Save for later
  • Post-session access - Available after completion

Video Conference Features​

Whereby Capabilities​

  • HD video and audio
  • Screen sharing for presentations
  • Chat for questions and notes
  • Recording (if enabled)
  • Mobile support for on-the-go access

Technical Requirements​

  • Stable internet connection recommended
  • Microphone and camera (optional but recommended)
  • Modern browser (Chrome, Firefox, Safari, Edge)
  • Permissions granted for camera/microphone

Post-Session Activities​

Immediate (After Session)​

  1. Rate the session - Provide feedback
  2. Review action items - Confirm next steps
  3. Access materials - Download resources
  4. Access comments - View session discussion thread
  5. Add comments - Ask questions or share insights

Later (Within 24h)​

  1. Review recording - Watch replay (if available)
  2. Complete action items - Work on assigned tasks
  3. Prepare for next session - Review progress
  4. Engage in discussions - Continue Q&A in comments

Session Comments & Discussions​

Comment Features​

After each session, you can access the comment section to:

  • Ask questions - Clarify points from the session
  • Share insights - Contribute to discussions
  • React to comments - Like or mark comments as helpful
  • Reply to threads - Engage in conversations
  • Share resources - Post helpful links or materials

Accessing Comments​

Comments are available:

  • On session detail page - Direct access after session
  • From dashboard - Via session card
  • Persistent access - Available anytime after session

Comment Best Practices​

  1. Ask specific questions - More detailed questions get better answers
  2. Engage respectfully - Maintain professional tone
  3. Share resources - If you found something helpful
  4. React to helpful comments - Help others find valuable information
  5. Follow up - Check back for responses

Troubleshooting​

Common Issues​

IssueSolution
Join button not enabledWait until 15 minutes before session
Video not loadingCheck internet connection, refresh page
Can't hear coachCheck audio permissions, test microphone
Recording not availableMay take time to process, check later
Attendance not trackedContact support if issue persists

Tips for Successful Sessions​

  1. Prepare in Advance: Review previous session notes and action items
  2. Test Technology: Check camera/microphone before session
  3. Be On Time: Join 2-3 minutes early to ensure everything works
  4. Take Notes: Keep track of key points and action items
  5. Ask Questions: Don't hesitate to ask for clarification
  6. Follow Up: Complete action items before next session
  7. Provide Feedback: Rate sessions honestly to help improve coaching

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